File Management Overview in Elite

This article will illustrate how to edit permissions to allow you to access File Management, manipulate files on the POR server, download files from the server to your local computers, and upload files from your local computers to the POR server. 

This will:

• Make your files even more secure

• Give you file access throughout Elite and your other modules, like POR One or Consumer Portal

• Give you easy access to files through the left menu in Elite.

Topics Included in This Article

• Video Walkthrough

• Enable File Management Security Permissions

• Manage Folders in File Management

• Uploading Files to POR

  • Via File Management

  • Via the File Push Method

  • Legacy methods

• View and Download Files from the POR Server

• Manage Files in File Management

Video Walkthrough

Enable File Management Security Permissions

To see the File Management option in the Left Menu, security must be enabled within Elite itself. There is a security area specifically for File Management. This allows admin users to control which employees can access this data and how they can manipulate it.

Security permissions allow the following options: Show in Left Menu, Delete, Download, Update, and Upload.

1. Click the gear icon in the top right of the Elite interface.
   
   
   

2. In the main area, scroll down until you see System, then click Security. If you cannot access this feature, ask a coworker or manager with higher permissions to access and complete this process for you.
   
    

3. Choose File Management from the Security Areas list. 
   
    

4. Configure permissions as desired for company, security, and employee groups. To learn more about security groups, see the article ENTER ARTICLE LINK HERE.
   
   
   
   

5. Once enabled, authorized users can access File Management from the Tools menu in the Left Menu.
    

Manage Folders in File Management

To make changes to the file structure in File Management, open it from the left menu by navigating to ‘Tools’, then ‘File Management’.

Here we can see the root of the file directory, which is named ‘Root’. 

From here, users can organize files based on their permissions.

• New folders can be created by right-clicking the folder in the left-hand panel under which the user wants to create a new folder, then selecting ‘New’, then ‘Folder’.
  If creating a folder for file scanner files, it must be named ‘OCR’ and you CANNOT use subfolders in the ‘OCR’ directory. If the OCR directory already exists, you do not need to create one for scanner files.  
  

• Folders can be renamed and deleted by right-clicking them and then choosing ‘Delete’. Keep in mind that non-empty folders cannot be deleted to prevent accidental data loss. Once a file is deleted, it cannot be recovered. 
  
  
  

• If a folder contains subfolders, you can view them in the left pane by clicking the plus button to expand the folder tree or by double-clicking the folder to view it’s contents on the right pane. 
  

Uploading Files to POR

Via File Management

1. Log in to POR Elite.

2. In the left-hand panel, navigate to Tools > File Management.

   
    

3. The Stored File Explorer window will open.

   
     

4. In the left panel of the Stored File Explorer, select the folder you wish to upload to. The contents of that folder will be displayed on the right panel. In this example, ‘Demo’ will be selected.

   
    

5. Locate the file you wish to upload on your local computer in File Explorer. In this example, the Documents\Example directory will be used. 

    
    

6. Drag and drop the file into the right-hand panel of the Stored File Explorer.

   
    

7. An upload progress bar will appear, and Windows File Explorer may open automatically — this window can be closed. The transfer is complete; no further action is required

   
     

8. Once the upload is completed, you will see your file listed in the right panel of the Stored File Explorer.

   

   
   
   

Via the File Push Method

You may also use the File Push method to upload documents from a specific folder on your local PC. Please refer to this [Attach link] article for setup instructions. 

Legacy methods - File Uploads to the POR Server

Since File Management has been released, legacy file upload methods will be disabled. 

• Browser file upload:

  • The browser method is activated by clicking the up arrow in the top-right corner of the webpage, on the grey bar that contains the ‘All Resources’ button. The button is enclosed in a green box in the picture below.

    
     

• Network shares

  • Network shares were previously configured with either an IP address and share name or a URL (porcloud.com) to create a network drive or network location on a local PC. They would appear as in the screenshot below in the local machine's file explorer.

    

View and Download Files from the POR Server

1. Open the location of the file you want to view or download in File Management. 

2. Double-click the file name in the right panel in File Management

3. A menu will appear with three options:
    

   1. ‘Open on server’ – This opens the document to view on the POR server.

   2. ‘Export to Client’ – This will download a copy of the document to the PC (local machine) accessing POR.

   3. ‘Cancel’ This will close the window.
       

4. When exporting a file to the local machine, the prompt below may appear in the top-right corner of the POR Window in the web browser. Click the check box to keep it from appearing again, then click ’Confirm’ to download the file.
   

Manage Files in File Management

• Once the file has been uploaded, the user can right-click on it, which displays the options to Open, Delete, or Rename.

• Using ‘Open’ from the right-click or by double-clicking the file will download it and allow the user to open it from the download.

• When attaching files to records, emails, etc. Elite will open this file management interface. Any files that need to be attached must first be uploaded to File Management to be accessible within Elite. 

• To move files within File Management, click the file to highlight it, then drag it to the desired folder. 

Moving Files and Record Links

• Files and folders can be reorganized within File Management using drag and drop.

• When a file is moved to a different folder, any links to Elite records (such as contracts, customers, items, or emails) are preserved. 

• The system automatically updates the file location, so existing attachments will continue to function without interruption.

How to Access Files Previously Uploaded to the POR Server

1. Open File Management

2. Click the up arrow in the top-right corner of the File Management ‘Stored File Explorer’ Window that is surrounded by a red box in the photo below. This file explorer is the new file explorer for the POR Server. Here you can access files uploaded via the file-sharing methods mentioned in this document. 
   
   
   

3. Once the file explorer opens, like in the photo below, you can navigate to the file locations previously used with the legacy file upload methods. The most commonly used file path was E:\Shared_User_Files.
   
   
   

4. If you notice there is no longer an E:\ drive available, the Shared_User_Files folder will be located at C:\Shared_User_Files.